Events and Communications Coordinator

Part of the  proposes to increase knowledge dissemination to the general public through at least two new initiatives, one of which is a new public outreach series to communicate new research findings in an easy-to-understand approach. The Events and Communications Coordinator will be responsible for administering this program, including researching topics of interests, recruiting research speakers where necessary, deciding on outreach activities, marketing these events, creating and conducting feedback surveys, and using the data to adjust the public outreach programming.

This position also provides complex coordination and scheduling of matters relating to the organization, planning, promotion and execution of the School’s current recurring events including invited seminar series, learning activities, annual symposia, retreats, and student engagement programs targeted at the School’s undergraduate and graduate students, post-graduate trainees, faculty, staff and external stakeholders. This position also acts as the face of the SBME at public events such as Girls in STEAM at Science World, Engineering Open House, or various conferences.

The role also involves development of marketing and communication materials for the SBME, including designing and developing newsletters, promotional materials, direct mail and emails, and multi-media, social media and website updates and maintenance.

The incumbent must be available to work flexible hours depending on business needs.

** Organizational Status
** The Events and Communications Coordinator reports to the Manager, Communications, Culture and Engagement and works closely with the Strategic Partnerships Manager, Research Manager, the Director of Strategic Planning and Operations and administrative staff in the School. Works closely with faculty, staff, alumni, other departments, and external clients and communities regarding both external public-facing events and internal events. The incumbent liaises with event organizers, prospective clients and vendors on deliverables, equipment and space arrangements.

** Work Performed
*** Administers the School’s public outreach initiatives with the aim of increasing knowledge dissemination of biomedical engineering and the School’s research and educational programs to the general public as indicated in the SBME’s new Strategic Plan.
* Represents the School and the University as the main point of contact for the School’s public outreach programming and exercises judgment in launching and administering the program, in adherence to relevant protocols.
* Identifies topics of interest for a public seminar series, invites appropriate speakers to present, arranges open houses or public tours, arranges outreach activities with local schools and communities.
* Oversees the preparation of materials, briefings, and speaking notes for event hosts in advance of seminars and events.
* Facilitates a wide range of complex communication between clients, faculty members, administrative staff and other stakeholders to ensure the program success.
* Develop SOPs and checklists to ensure critical tasks are completed in appropriate timelines and deadlines.
* Creates and conducts feedback surveys related to events, and uses this data to iterate and continuously improve internal and public outreach programming.
* Oversees travel arrangements including airline, accommodation, ground transportation and itineraries for invited speakers.
* Administers the coordination and scheduling of the complex processes, procedures and workflow for all new and recurring events (approximately 10 to 12 events per month) including invited seminars, learning activities, annual symposia, retreats, and student engagement programs targeted at the School’s undergraduate and graduate students, post-graduate trainees, faculty, staff and external stakeholders hosted by the SBME and campus partners.
* Leads the implementation of a marketing plan to promote the School’s new public outreach seminar series by researching marketing strategies and approaches, making recommendations for event campaigns, and building and maintaining relationships with internal and external…